1. FERPA BASICS Family Education and Privacy Act of 1974
Office of the Registrar
Park University
2016

2. Family Educational Rights and Privacy Act (1974)
FERPA
Family Educational Rights and Privacy Act (1974)
Protects privacy of students’ educational records
Applies to all educational agencies or institutions that receive funds from the Department of Education
Enforced by the Family Policy Compliance Office of the United States Department of Education A P R E F

3. What does it require? notify students annually of their FERPA rights
protect students' rights to inspect and review their educational records
protect students' rights to request amendment to their educational records
protect students' rights to limit disclosure of personally identifiable information contained in education records
ensure that third parties do not redisclose personally identifiable information
keep records of request for and disclosures of student education records in specific situations

4. Definitions Student Educational Records
Individual attending at an educational institution
Protection begins once begin enrollment in first course
Prior to this---applicant---not subject to FERPA
Considered independent student regardless of age once accepted into institution of higher learning
Educational Records
Records directly related to a student and are maintained in any way by an educational institution
Can be handwritten, video, audio, , microfilm, electronic document

5. Class lists Financial Records All are considered Educational Records
Financial Records
All are considered Educational Records
Payroll for work study students
Any document placed in the student electronic file.
Any hardcopy documents maintained on a regular basis by any staff or faculty member.
Grades
Mailed communications
Voice messages
or recorded calls
Disciplinary Records
Class lists

6. NOT Educational Records
Sole possession records
Law enforcement records
Employment records
(outside of work study)
Medical records
FERPA
Alumni records

7. FERPA All about protection of privacy
And ensuring accuracy of educational records

8. Directory Information
Able to release
Student must be given the opportunity to opt out
Park’s directory information listed in the Undergraduate catalog
Student’s name, address, telephone, Park , place of birth, photograph
Participation in official activities
Height and weight
Full time or part time status, degree and awards received, grade level, field of study, dates of attendance, recent institutions attended

9. Personally Identifiable Information
Not to be released it may be harmful or an invasion of privacy
Student’s name
Family member’s names
Address of family members
Social Security Number or Student ID number
Indirect identifiers like date and place of birth or mother’s maiden name
Information that alone or in combination would specifically identify a student without a reasonable doubt

10. A student must be given the opportunity to opt out of directory information
Must contact the Office of the Registrar in writing
Hold for release of information will remain until student asks for it to be released
Does not become released upon graduation
Don’t say that

11. Options
ADDR Name, Address Only
BRTH Birthday and sex only
PHON Name, Address, and Phone
TOTL Name, Address, Birthdate, Degree

13. MyPark FERPA Restriction
No privacy hold on account
Exclamation points indicate there is a FERPA hold of some type on the student. You must contact the Registrar’s Office for more detailed information if you do not have access to CX to view type of hold demonstrated in previous screen shots.

14. Except when
Students can fill out an Authorization for Release of Information available online requesting certain individuals to have access
Must be able to reasonably verify identity of individual requesting information
Authorization asks for security question response
VERIFY THEY ARE ALLOWED TO RECEIVE INFORMATION

15. Need pen to paper
Signature on this
form from the
student

16. Ask the questions The form contains security questions
If the student filled out a question to ask you must ask the appropriate question and wait for the correct response.
If the correct response is not provided, you cannot release the information.

17. Exceptions
Can release information to the following without prior consent from student
Organizations conducting studies on behalf of educational institution
Accrediting organizations
To comply with judicial order or lawfully issued subpoena
Appropriate persons in instances of health or safety emergency
Directory information
To the student or person listed on Authorization of Release
School officials with legitimate educational interest
***parent of a dependent student
Park does not recognize this status so do not release information to parent unless listed on Authorization form

18. May vs Must FERPA states may release information
Does not require release of information
When in doubt don’t give it out
No matter what immediacy is being stressed, take time to research. Ask someone else if information should be released.
If questionable and do release information, make a notation in the student’s file.
Who released information to, date of release, reasoning of release

19. Your Role
Institutions are required to use reasonable methods for identifying authorized individuals prior to disclosing educational records
Secure sensitive information
Lock your office/desk, don’t leave information setting about, password protect electronic files, log off computer before you leave it, use blackout screens for monitors
Delete files you do not need to maintain
Do not include Social Security Number in the subject line of an

21. No Social Allowed
As of 2008 IRS regulations and 2009 FERPA regulations 99.37(e):
A social security number cannot be used to identify a student when disclosing or confirming directory information
Do not ask for a social or ask to confirm social in order to verify identity

22. What would you do?
Test your knowledge with these scenarios:

23. Scenario Accounting
A man calls identifying himself as Mr. Bills. He indicates that his daughter attends Park University and is paying her tuition bills. He notes that $2000 is high for tuition.
You look into the daughter’s account and note that the term’s bill is actually $700. You ask Mr. Bills for a copy of the bill. When it arrives you note that it has been altered.
What is your response to Mr. Bills?

24. Accounting Response
First step, see if Authorization for Release is in the student’s file.
If father is permitted to receive information, discuss the matter with him.
If the father is not permitted to receive the information
Give him an average cost per class.
Give the father general information about any other fees that may have been charged
Notify the father you are not permitted to release specific information but you would be happy to discuss with the daughter

25. Scenario Investigator
A person walks into your office stating they are an investigator. They ask for transcripts and whether a student had disciplinary actions in the record.
What are you to do?

26. Scenario Investigator Response
All government investigators are to show proper identification.
A release of information signed by the student should be presented.
A copy of the release of information should be placed in the student’s file.
Information can be released to approved 3rd party vendors.
Veteran’s Affairs representative, National Clearinghouse Representative

27. Alumni Affairs Scenario
A major donor has a grandson attending Park University. Prior to release of funds he is asking for a transcript with grades for his grandson. The donor is funding the building of new classrooms and the President is requesting the information from you.
How would you respond?

28. Alumni Affairs Response
You are not permitted to release student educational records without authorization from the student.
You could personally contact the student and ask for permission. If refused, cannot release information.
Remind the donor that this is to protect the privacy of his grandson.
You are permitted to release information to authorized school officials (this would include the President). But, they are not permitted to pass it along to unauthorized persons without prior permission from the student.

29. Grades scenario
A current student calls wanting to know what they obtained in the last class attended and what their current GPA is.
How would you respond?

30. Grades Response Grades and GPA should not be given over the phone.
Identification cannot be verified appropriately to release such information over the phone.
Alternatives:
Ask the student to log in to My.Park.Edu to view an unofficial transcript
If not a current student, an unofficial transcript can be requested for free.

31. Emergency Scenario
A parent calls the school concerned the student has not responded to phone calls in days and was suicidal.
Student Life contacts the Registrar for the student schedule and contact information. Then, Student Life contacts the faculty members to see if the student has been attending classes.
Can information be provided?

32. Emergency Response
Student Life would be an authorized school official. They are researching student information for legitimate educational need and have an immediate health and/or safety concern for a student.
The Registrar’s Office and the faculty member should provide the necessary information.

33. Take Home When in doubt, don’t give it out
Take time to research if you ever have questions
Work with other schools to verify identification if a student is not located near you
FERPA says MAY not MUST

34. Contact Information
Office of the Registrar
Melissa Geier
Registrar

35. Thank
you